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SCS <br />Indian River County, Florida <br />Memorandum <br />TO: Joseph A. Baird, County Administrator <br />THROUGH: Jason Brown, Director, OMB <br />FROM: Beth Martin, Risk Manager <br />DATE: November 19, 2015 <br />SUBJECT: Proposed Change; Fairgrounds' Lease Insurance Requirements <br />It is requested that the Board of County Commissioners consider the following Consent <br />Agenda item at their December 1, 2015 regular meeting. <br />Background <br />From its origins as an agricultural exhibition space, the County Fairgrounds has evolved <br />into a popular venue. It is the site of events ranging from small family parties to regional <br />expositions. With its increased demand, staff has worked diligently to make the space <br />financially accessible to lessees while at the same time to protect the taxpayers from <br />undue financial risk for the planned activities. Currently the Parks Division is developing <br />a revised standardized Lease Agreement for small events and an event -specific <br />contractual agreement for public events. Those proposals will come before the Board <br />shortly. In the interim, staff proposes the insurance document timeline proposed below to <br />allow staff adequate time to review the insurance documents and make changes, often <br />involving insurance company underwriters, in a timeframe that does not interfere with <br />planned events. <br />Currently, the Fairgrounds Lease Agreement requires that the Risk Manager receive <br />certificates of insurance and any needed endorsements fifteen (15) days prior to the event. <br />Staff recommends that the receipt window be expanded to thirty (30) days prior to the <br />event. Recent experience has demonstrated that if coverage has not been placed, or is <br />non-compliant with the County's requirements, tremendous pressure is placed upon the <br />event holder, the insurance agent and County staff to secure coverage at the last minute. <br />A 30 -day window should eliminate this hurdle. <br />Recommendation <br />Recognizing that a more comprehensive venue lease structure will be presented to the <br />Board in the coming weeks, staff now requests the Board approve changing the deadline <br />for receipt of certificates of insurance and any associated endorsements from 15 days to <br />30 days prior to an event. <br />50 <br />